Criterion GMA208
Enrolment and attendance records are maintained for each child attending. Records are kept for at least 7 years.
Documentation required
Enrolment and attendance records for each child currently attending and for those who have attended in the previous 7 years.
Records meet all the requirements of the ECE Funding Handbook.
Guidance
How to show you are complying
Enrolment records
You must keep enrolment and records in line with the requirements set in the ECE Funding Handbook (Chapter 6-1). These records must be held for 7 years before being disposed.
Sections marked with this symbol ♦ in the Funding Handbook enrolment form template, must be included in every Enrolment Agreement Form.
After 7 years, you can dispose of the records, but make sure no one can access the information when you do.
Attendance records
You must keep attendance records for every child that attends. Records must meet the requirements outlined in the ECE Funding Handbook (Chapter 6-3).
It's important to keep track of when each child attends, including the exact times and dates. This will help you meet the requirements for absence funding. You can record this in a way that works best for your service.
When assessing whether you comply with GMA208
Questions we are likely to ask
How are enrolment and attendance records kept at the service, including for children that no longer attend?
Can you show me where do you store enrolment and attendance records?
Can you talk me through how you make sure attendance records are regularly confirmed by parents?
We are likely to look at/measure or count
Check the enrolment and attendance records include all required details outlined in ECE Funding Handbook (Chapter 6-1 and 6-3).
Check the enrolment and attendance records are kept for at least 7 years.
Check attendance records are regularly confirmed by parents.
We are likely to request
Samples of enrolment and attendance records for children who are currently enrolled, as well as for those who attended within the past 7 years.
The tools below are here to support you, but you do not have to use them. You can use other tools or methods that work better for your service.
Enrolment records
An example enrolment form can be downloaded from appendix 2 in the ECE Funding Handbook.
Appendix 2: Resources and examples
Restricted or no access to a child
If a parent or guardian informs you that another parent or caregiver is not allowed to have contact with their child, they must provide a copy of the relevant court order. This document must be kept with the child’s enrolment information. Educators must be clearly informed how to ensure the child’s safety and follow legal requirements.
Education and Training Act 2020 Parent’s right of entry – New Zealand Legislation
Attendance records
Section 6-3 in the ECE Funding Handbook details what is required in keeping attendance records. Attendance records may be kept in a form to suit the service.
A template for sign-in and sign-out records is included in Appendix 2 of the ECE Funding Handbook:
Sign-in sign-out template [PDF, 91KB]
Information security
You should be familiar with your obligations under the Privacy Act 2020. This includes the 13 information privacy principles that relate to collecting, holding, and use and disclosure of personal information.
Keeping accurate enrolment and attendance records is essential for verifying a child’s participation in the service and ensuring funding is only provided for children who are enrolled and attending.
Doing more than the minimum can shape better outcomes for children. Here are some ideas or examples you might like to consider.
Enrolment records should be checked at least once a year, but it’s even better to review them more often if you can. This helps make sure the information is up to date and that nothing important is missing or out of date.
Make sure records are stored securely so only the right people can access them.
Also, think about how you'll archive records for 7 years, so you can easily find a child’s record if needed.